U. A. Mokhtar, Z. M. Yusof
thy textual form, and are generic and presented together with either functional requirements or guidelines. The
proposed model is represented in function modelling of RC, including all elements and activities involved in
classifying records. The function modelling would enable the communication between information technology
(IT) and RM professionals. Functional models act as structured representations of functions in a modelled sys-
tem or subject area [1].
2. Method
This study has adopted a qualitative approach to examine the implementation of a classification system with
reference to Department of Judiciary Syariah Malaysia in Malaysia, using both the interview and content analy-
sis techniques. Upon obtaining information about the system of classification in the identified department, a
model has been proposed using IDEF0 which is a tool for functional modelling, assisted by ConceptDraw PRO
software. The proposed model is then validated using the expert validation technique.
3. Model Development
The development of the model has been carried out by identifying its main elements, such as function, action,
and organizational structure [2] [3]. The action element is the foremost element to be considered since most
records are by-products of actions which fall into groups that relate to those actions. Actions are synonymous
with activities in models, referring to functions, activities, transactions, and processes [3]. The model presented
in this paper has been developed by taking into consideration both RM principles and archival science theory.
RM principles focuses on the management of current records, while the archival science theory complies with
the principles of respect des fonds and provenance theory.
The proposed model, later referred to as the Records Classification Model (FRCM), focuses on the first phase
of recordkeeping functional requirements, namely “Create”. The main concern when creating records, from the
RM perspective, is to ensure that records are created in context by ensuring its metadata, management of aggre-
gations, and classification tools. The creation of records requires a disposition schedule, capture methods, meta-
data elements, forms and structure, and technology solutions. Records are controlled using processes such as
registration, classification, selection, access rules, authorizing use, disposition, transfer, removing, destruction
and administration of records systems. Therefore, the classification of records occurs at the ‘Create’ phase,
which is the focus of interest of this study.
The development of the FRCM comprises of processes, such as Node Index, Context Diagrams, and Decom-
posed Diagrams. The proposed FRCM serves as a foundation guideline in identifying functions in organizations
for the purpose of classifying records. The proposed FRCM is not a classification scheme; however, a classifica-
tion scheme can be developed by referring to this model.
A node index (Figure 1) is used as a guide or index to list the related functions, which are then drawn into the
context diagram. The context diagram is the highest level diagram, and is made up of all inputs, con-
trols/constraints, outputs, and mechanisms. In the IDEF0 model, these four components are used to represent all
related activities or components involved in the model. The context diagram is decomposed to lower level dia-
grams, in order to give further detail about the processes involved.
The node index is a simple way to portray both the “create” and “capture” processes as incorporated in the
“Manage Records Creation” element. After the node index was identified, a context diagram was drawn and
named as Diagram A-0 (Figure 2), describing the subject of the model and its overall context as represented in a
single box with its bounding arrows. The bounding arrows represent the model’s inputs, outputs, controls or
constraints, and mechanisms. The inputs for the “Manage Records Creation” are information, author, and action.
These inputs are controlled by guidelines of creators’ mandates and functions; laws and regulations; de jure
standards; and creators organizational structure. The mechanisms for the ‘Manage Records Creation’ include the
records manager, physical facilities, and infrastructure and information technology. There are two outputs which
are create and capture/save processes.
Diagram A-0 decomposes the single process (Manage Records Creation) into sub-processes as represented in
various levels. The Diagram A-0 enable both records managers and IT personnel to perform their jobs efficiently
and comply with the relevant rules in records classification, intrinsic element in the creation, maintenance, sto-
rage and disposal of electronic records. Diagram A-0 also shows the management of records creation at the highest
level. It is simple but difficult to understand the function without decomposing the processes into separate levels:
